Using Motivational Communication Techniques

Topic 1:Using Motivational Communication Techniques Topics Communication and its importance Asking Questions is Motivational- or Just Plain Irritating Evaluate emotion Invite Participation Ask Open Questions Listen More Than You Speak Remember to Ask Lots of Questions Pay Attention to the Nonverbal Stuff Stimulate Thinking Finding the time to Communicate Well The Target – Focus Technique Communication and its importance Transmit and exchange of thoughts, messages or information It creates trust and understanding. Communication plays critical place in relationships both in business and daily life not simply listen and talk. Effective communication is much more involved Asking Questions is Motivational- or Just Plain Irritating (chọc tức) Asking question is critical tool for motivation. It should be delivered in right way, right time and right place. Eager to draw ideas from others may cause anger or defense A Case in Point Lawrence H. Summers became boss in Harvard University in Mid- 2001. As an open executive, he always welcomes communication. People can speak with him any time without appointment. However, he did make a mistake that he was unwilling to listen and caused people in Harvard shocked, specially with professor William Julius Wilson. He more over put blunt (lỗ mãng) questions and explained “I think the questioning is a mark of respect for people” And he be believe everything must have its pros and cons Evaluate your motivation You first evaluate your current state of emotion. If you are angry, tired, upset, or depressed, it will show in your communication. Invite Participation Drawing people out and also drawing them in. Do not limit the number of people who are affected the topic Identify the participants Asking open- ended questions Listening more and letting others do more of the speaking Ask a lot of questions Invite Participation - Ask Open Questions Opposite with closed or yes- no question, open- ended questions designed to encourage a full, meaningful answer using the subject's own knowledge and/or feelings. In the other words, open ended questions can draw answer’s participant in to the topic. Invite Participation - Ask Open Questions They typically begin with words such as Why? Tell me about…? What do you mean by? Can you explain that to me? What do you think went wrong? How do you feel about this? What do we do it that way? Who is affected by this? What do you think? Could you come up with any alternatives we could consider? Invite Participation - Ask Open Questions 	Example: In stead of asking “do you like HR management subject ?” Tell me why do you choose HR management subject? What do you think the value of HR management in today’s business environment? Can you share with us how interesting HR management subject is?   Invite Participation - Ask Open Questions 	Examples of closed Questions Do you know what you are supposed to do? When do you think you will be done? Did you know? Are you willing to sign onto this team project for next month? Who is responsible for this problem? 	Do exercise 4-1 in text book Invite Participation - Listen More Than You Speak Speak less haft the time Making effort by pausing and reminding yourself to listen patiently Some mangers say “I don’t want any yes- men around me, I want everyone telling me the truth” but it doesn’t seem true in reality. Practice active listening to get to the root cause of the problem by the Five Why's. Here is an example: Example The stone of Lincoln Memorial was eroding (mòn) quickly. The caretakers asked "Why". They found that they were washing the monument too much so they asked "Why" they were washing it more. The answer was that a massive amount of birds were defecating on the Memorial. So they asked "Why" there were so many birds around, and found out that it was due to the lights being shined on the Memorial at night. That was the root cause, and once they shut off the lights, the problem solved itself. Invite Participation - Remember to Ask Lots of Questions Before assigning several employees in to different position, manager should ask them what roles they think of. This approach leads employees participative communication and build motivation for performance. Simply ask them what they think and encourage their discussion. But do not let them feel their idea will control your decision Invite Participation - Remember to Ask Lots of Questions Questions should focus on encouraging them to think about the same issues manager think and raising additional issues. Paraphrase what they are saying to you, and ask them to clarify what their understanding of your communication is. Facilities of communication and the Nonverbal Stuff For an entire work force about a new policy, a conference call, or priority email. If the issue is localized to one section or person, a phone call or face-to-face would be more appropriate. Nonverbal stuff is expressed by body language, tone on telephone, the way of writing email, place for communication and communication medium 38% of the emotional messages of verbal communication are received through use of voice and only 7% is the actual words you use Exercise for conflict solving page 58-9 Facilities of communication and the Nonverbal Stuff 51-70% of our communication takes place nonverbally such as facial expressions, your posture (thái độ), where you are sitting in the room, etc, Sitting with your arms crossed over your chest, that is a sign of defensiveness. Maintain an open posture when with others, lean forward a little to show interest, don't use your hands excessively as this will show that you are excited. Stimulate Thinking Ask about the root causes of problems Encourage them to think of alternative explanation. Help them to identify controllable causes It is helpful to ask employees to think creatively and critically by these following questions. The pros and cons of the option. How to implement Who is the best suited to do what Goal (time, amount, quality, etc.) * Practice for critical thinking of Motivation Finding the time to Communicate Well Communication is the powerful tool for motivate employees. The more communication with employees the more motivation managers make. In today’s business environment, managers are under time pressure. Exercise pg 62 The Target – Focus Technique Today, managers have little time to communication with employees. Everyday, there are several mails, memos, phone calls, faxes and meetings. They are no patient to listen to employees. Manager should try to focus on the most important issue with them. The Target – Focus Technique Sharpen your message. According to research cited by the Society for Human Resource Management, people normally remember only three to five points from any communication. So keep it short and sharp. This is especially true for e-mail or memo. "If someone taped a $20 bill to the second page of every memo in America," says Galbreath, "nobody would ever find one."